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Events & Conference Services Policies
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Any property brought in for an event that is not removed and/or claimed within 48 hours following the conclusion of an event/meeting will be considered abandoned by the Sponsoring Organization, Campus Department, Client, its users, or exhibitors. Events & Conference Services may take possession of the said property and treat it as its own or dispose of such property without liability. The contracted client may be liable for any costs incurred in disposing of any abandoned property.
Rutgers University and Events & Conference Services are not responsible for monitoring or securing any equipment brought in by a client or third-party vendor for an event and will not be held liable for any loss or theft.
Academic classes are not permitted to reserve or hold class sessions or exams in the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall.
Events & Conference Services does not reserve academic/classroom space for departments, nor does this office take reservations for events that are to be held in academic spaces.
All those interested in reserving rooms in academic spaces should contact the Office of Academic Scheduling at scheduling@newark.rutgers.edu.
Events may not be published, posted, or otherwise advertised online, in person, or in a physical location prior to receiving a Reservation Confirmation from Events & Conference Services.
The following policies apply to any beverages that contain alcohol, including, but not limited to, still and sparkling wine, beer, distilled spirits, etc.
Amplified Sound is classified into two types: Intermittent and Continuous.
Intermittently Amplified Sound – Any audio that is made at irregular intervals. Examples would include speeches or audio recordings less than 3 minutes in length that are not played ‘back-to-back,’ e.g., played with more than 10 minutes between recordings.
Continuously Amplified Sound – Any audio that is made at regular and/or sustained intervals. Examples would include DJs playing music, a concert or performance (whether music or spoken word), or recordings longer than 3 minutes in length and/or recordings played ‘back-to-back,’ e.g., played with less than 10 minutes between recordings.
Outdoor events must endeavor to maintain a respectful noise level. Amplified Sound is any sound, music, speech, etc., that is projected or transmitted by electronic or mechanical equipment, including, but not limited to, amplifiers, loudspeakers, bullhorns, or similar devices. Amplified Sound is intended to be heard in the immediate area only.
Continuously Amplified Sound is only permitted during free periods (see Free Period), on weekdays from 9 pm-12 am, and/or on weekends from 4 pm-1 am. On weekdays from 7 pm-9 pm, Continuously Amplified Sound may be permitted, but at a significantly reduced decibel level, so as not to disrupt ongoing classes. Approval is required from Events & Conference Services.
Intermittently Amplified Sound may be permitted at other times; authorization is granted on a case-by-case basis by the Director of Events & Conference Services.
Only trained service dogs are permitted in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, and Express Newark. Support animals are not permitted inside any building managed by Events & Conference Services.
Service dogs should always be under the control of their handler. Service dogs must be harnessed, leashed, or tethered unless these devices interfere with the service dog's work or the individual’s disability prevents using these devices.
Advanced notice is appreciated, but not required.
Animals may be permitted at events, depending on the specific circumstances of the event or animal(s).
The specific requirements, including appropriate licensing and vaccinations, will vary depending on the specific animal(s) coming to campus. In all cases, the following items are required:
Banners may be permitted for major university events in coordination with Student Affairs (e.g., registration, homecoming, etc.) and can only be hung by IPO/Facilities staff.
Unauthorized banners hung or displayed in the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall will be removed and discarded without warning or notice.
Bicycles, rollerblades, skateboards, hoverboards, scooters (both powered and unpowered), and other similar devices/equipment are not permitted inside the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark at any time.
Bicycles, rollerblades, skateboards, hoverboards, scooters (both powered and unpowered), and other similar devices/equipment may not be ridden on the Samuels Plaza or the Residence Life Lawn at any time.
Business services such as printing, faxing, and copying are NOT available at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark.
We are unable to receive mail without prior notice and approval. Items received without notice or approval will be refused/returned to sender. Please contact our office for additional information on shipping/storage of items.
The Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, and Express Newark facilities are in high demand for meetings, retreats, conferences, galas, and other events; space is limited. Late cancellations prevent University Departments or Student Organizations from making use of space. A cancellation fee will be assessed for reservations not canceled in a reasonable amount of time to allow for rebooking. The cancellation fee schedule is as follows:
Cancellations must be made in writing or through our online reservations portal to ensure the security of your reservation; phone calls, voicemails, and in-person cancellations are not permitted.
University Departments, Student Organizations, and other university-affiliated clients with a reservations portal login must make cancellations through the online reservations portal at reserve.newark.rutgers.edu. Cancellations may be made online up to (3) business days prior to the booking date. Cancellations with fewer than (3) business days’ notice must be emailed to events@newark.rutgers.edu and may be marked as a No Show.
Cancellation procedures by non-university organizations or individuals (including staff or faculty hosting private events) are outlined in their reservation contracts. Cancellations must still be made in writing to events@newark.rutgers.edu.
Failure to pay any late or no-show charges may result in a suspension of reservation privileges and possible suspension or cancellation of existing/upcoming reservations.
The university has released new Guidelines for Free Expression on Campus. The existing Chalking Policy is under review and being updated. The new policy will be available in August 2024.
All changes or alterations to a Reservation or Booking must be made in writing at least (3) business days prior to the start of the Reservation or Booking.
Any changes or alterations made after final payment has been made that incur costs must be paid for in full at the time the change request is made.
Any changes to the room requested based on an increase or drop in the expected attendance must be made at least seven (7) days before the start of the first scheduled use according to the Agreement Term.
Any room changes made fewer than seven (7) before the start of the first scheduled use will not receive any refunds for moving to a smaller room but may still be subject to higher room costs for larger rooms.
Any changes that are made after payment has been made in full but are made at least seven (7) days before the start of the first scheduled use will receive a refund for any items removed from the booking, minus any non-refundable room deposits. Changes made fewer than seven (7) days before the start of the first scheduled use will not be refunded.
Sponsoring Organizations, Departments, or Clients able to reserve space in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, Express Newark, or other spaces managed by Events & Conference Services are defined by one of the following:
A group of students registered as an officially recognized Student Organization by a Rutgers University-Newark department (e.g., Office of Student Life and Leadership, Rutgers Business School, Office of Fraternity and Sorority Affairs, etc.) within Rutgers University-Newark. The organization must be in good standing with Rutgers University and Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.). Individual students are not permitted to reserve spaces managed by Events & Conference Services.
A group of students recognized and registered as a fraternity or sorority with the Office of Fraternity & Sorority Affairs at Rutgers University. The organization must be in good standing with Rutgers University and Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.).
A graduate student organization registered with the Graduate Student Association and affiliated with the Graduate School of Newark. The organization must be in good standing with the Graduate Student Association, the Graduate School of Newark, Rutgers University, and Events & Conference Services (i.e., no outstanding/past due invoices, rule violations, etc.).
Any working school, college, division, unit, or office within Rutgers University with the ability to make payments via Internal Purchase Order (IPO) through the Rutgers University Purchasing and Accounting System (Marketplace). The University Department, division, college, center, or organization must be in good standing with Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.). Individual Faculty or Staff wishing to host an event that is not directly sponsored by their unit will be classified under “Non-University Organizations or Individuals.”
Any University Department or Student Organization (including Graduate Student Organizations and Fraternities and Sororities) that is sponsoring a non-university individual, group, or organization or that is co-sponsoring an event held by a non-university individual, group, or organization. The sponsoring organization must be in good standing with Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.).
Any non-university group directly affiliated with an academic University Department with a memorandum of understanding. All contact must be maintained through the University Department. A university representative must be present during the entire event or meeting, as well as any walkthroughs or planning meetings prior to the event. The sponsoring University Department must be in good standing with Rutgers University and Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.). All costs associated with a reservation are to be paid by the Sponsoring Department.
Any non-university group directly affiliated with a University Department. All contact must be maintained through the University Department. A university representative must be present during the entire event or meeting, as well as any walkthroughs or planning meetings prior to the event. The sponsoring University Department must be in good standing with Rutgers University and Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.). All costs associated with a reservation are to be paid by the Sponsoring Department.
Any Alumni Organization or Association that is formally affiliated with the Rutgers University Alumni Association and/or the Rutgers University Foundation. The Alumni Organization or Association must be in good standing with Rutgers University and Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.). All costs associated with a reservation are to be paid by the Alumni Organization or Association.
Any organization or individual, including individual Faculty, Staff, or Alumni, which does not qualify in any of the foregoing categories. The group or individual must be in good standing with Rutgers University and Events & Conference Services (i.e., no outstanding past due invoices, rule violations, etc.).
Custodial staff may be provided for staff support during events. They will be on hand to ensure bathrooms stay clean and that garbage cans are emptied throughout the duration of an event. Custodial staff will assist in cleaning up spills or broken glass. Fees may apply based on the size, scope, time, and location of the event. All costs will be the responsibility of the Sponsoring Organization, Department, or Client. Additionally, the following policies and restrictions apply:
Events & Conference Services is not responsible for damage, theft, loss, or vandalism to equipment, or any personal items brought in or rented by the Sponsoring Organization, Department, or Client.
Additionally:
The university has released new Guidelines for Free Expression on Campus. The existing Demonstrations Policy is under review and being updated. The new policy will be available in August 2024.
Content may be considered for posting on digital signage throughout the campus center. Most of the screens in the building are managed by Events & Conference Services, however, some screens are managed by the Office of Student Life & Leadership.
These displays are the 4 large vertical screens on the 1st floor by Starbucks, the 2 large vertical screens by the R-Zone, and the 1 large vertical screen in the main stairwell. Approval for these screens must be obtained from the Office of Student Life & Leadership and must comply with their posting policies.
The everyday slide-reel is the default content that plays when no other content supersedes it.
Items may be added as a supplement to the everyday slide-reel as a limited run.
Events may be advertised on displays in the campus center as a limited run.
Exclusive use of a screen or screens may be permitted on a case-by-case basis.
Events & Conference Services will work with event groups to provide adequate directional signage for event guests. All directional signage must include the event location, event time, event name, and the name of the sponsoring organization. Event groups are not permitted to place directional signs without the explicit permission and assistance of the Events staff.
No directional signs are permitted to be posted, hung, taped, nailed, or attached in any way to doors (interior or exterior), windows, or hallways, or to be posted on sidewalks or in roadways. Signage found in violation of these rules will be removed without warning.
Sponsoring Organizations, Departments, or Clients are responsible for ensuring that the reserved space is used according to the purpose for which it was reserved.
Facility requests are non-transferable.
Sponsoring Organizations, Departments, or Clients will be solely responsible for all fees, costs, and charges incurred through their reservations.
If you are interested in photographing or filming a commercial or documentary project on Rutgers accessible and architecturally diverse campuses across New Jersey, please review the processes and guidelines provided by the Office of Communications: https://communications.rutgers.edu/brand-policies/filming-photography-campus.
Firearms, weapons, ammunition, fireworks, explosives, and highly flammable materials are not allowed on the Rutgers-Newark campus.
The university has released new Guidelines for Free Expression on Campus. The existing Free Expression policy is under review and being updated. The new policy will be available in August 2024.
The university has released new Guidelines for Free Expression on Campus. The existing Free Expression Zones are under review. The updated Zoning locations will be available in August 2024
Fronting consists of eligible departments, student organizations, or individuals reserving space in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark for another person or group. Hiding or concealing the identity of the true client due to non-eligibility for use of facilities, monetary exemptions, or the policies and mission of Rutgers University and Events & Conference Services is not permitted.
Events with gambling or other games of chance are not permitted in spaces managed by Events & Conference Services.
The Sponsoring Organization, Department, or Client shall not bring onto the premises of the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark any exhibit, equipment, vehicle, or other items, which are potentially dangerous to persons and/or property or that, are incompatible with the structure, systems, or furnishings determined by the Events & Conference Services Staff and Rutgers University Policies. Prohibited items include, but are not limited to:
Any Sponsoring Organization, Department, or Client that brings in any prohibited materials and equipment will be held directly responsible liable for any damage caused as well as any costs incurred in order to clean up and/or safely remove and dispose of hazardous materials and equipment. Groups are responsible for ensuring that their guests, staff, and any third-party vendors are made aware of these rules and will be held responsible for their actions and may be subject to suspension or loss of privileges.
The Paul Robeson Campus Center and Ruth Bader Ginsburg Hall are open seven days a week during the fall and spring semesters. Intercession, summer sessions, and winter hours will vary. Special accommodations (e.g., early opening, late closing, opening on weekends) may only be made through Events & Conference Services.
The Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, and Express Newark are closed when Rutgers University is closed. Events requesting early opening or late closings* should contact Events & Conference Services. Arrangements may be made on a case-by-case basis. Additional fees may apply.
Monday - Friday: 8am-10pm
Friday - Sunday: 8am-9pm
Sunday - Thursday: 8am-10pm
Friday - Saturday: 8am-11pm
Monday - Saturday: 8am - 10pm
Sunday: Closed
Monday - Friday: 8am-5pm
Saturday & Sunday: Closed (Open by event request only (charges apply))
Monday - Friday: 8am-5pm
Saturday & Sunday: Closed (Open by event request only (charges apply))
Monday – Friday: 8am – 4pm
Saturday: Closed (Open by event request only (charges apply))
Sunday: Closed
All rides and inflatables are required to have the appropriate documentation. Carnival rides require construction permits and are generally not permitted at events, but exceptions can be considered on a case-by-case basis. Please reach out to our office for additional information.
Inflatable rides are rides which are designed to allow riders to bounce, slide, or be supported on them and are inflated by a mechanical device. Inflatable rides that support riders with sealed air devices are considered amusement rides and may require additional permits. The following items are required from vendors providing inflatable rides:
In the event the event the vendor fails to produce the require documentation they will not be allowed to operate the specific non-compliant ride on campus, even if they have already set it up and have several others that are compliant. Please include language in your contracts with the vendors to reflect these conditions.
Inflatable rides are permitted on the Norman Samuel’s Plaza.
Inflatable rides that are taller than 12’, have overhead components, or those that users enter into/under to ride are not permitted indoors at any time.
Other inflatable rides may be permitted indoors in the Essex Room or the Great Hall. Exceptions are handled on a case-by-case basis.
Liability Insurance is required for all events held at Rutgers University.
Rutgers University-Newark Division of Student Affairs defines large events as programs with many complex variables regarding event type, attendance size, and facility limitations and use. All large event requests must be submitted at least ten (10) business days in advance.
In accordance with the university’s policies and guidelines regarding free speech and association, individuals may hand out petitions, surveys, leaflets, or other informational literature on grounds owned or controlled by the university. Informational literature is a flyer or poster that does not mention the sale of goods or services.
Leafletting in a manner that is disorderly and/or disrupts the normal routine of campus life will be considered a violation of university rules and regulations. The distribution must be conducted in a way that does not interfere with the free and unimpeded flow of pedestrian and vehicular traffic or disturb or interfere with academic, institutional, or other approved activities.
Leaflets shall not be used to hit individuals, and the use of leaflets in hawking or shouting manner shall not be permitted. A student or organization distributing such literature shall clean the area around which the literature was distributed.
Individuals or organizations may be held responsible for costs incurred with the clean-up of litter.
Any personal property found at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark can be returned to room 203 at the Paul Robeson Campus Center and room 114 at Ruth Bader Ginsburg Hall. Property can be claimed from 9 am - 4 pm Monday through Friday. All property will be held for seven (7) days, after which time it will be turned over to the Rutgers Police Department.
Personal property includes, but is not limited to, keys, wallets, phones, laptops, other personal electronic equipment, IDs, book bags/backpacks, etc.
The Sponsoring Organization, Department, or Client shall provide responsible adult supervision for youth participants (younger than 18 years of age) at all times throughout the program. The event group shall maintain such supervision within university facilities (or wherever the youth participants are on Rutgers’ property) at all hours that participants are located therein. Supervisors will act as liaisons between university staff and the minor participant in the event of discipline, noise, or destructive behavior.
The event group is also required to provide adequate supervision to youth participants as they travel on campus between residence halls and dining halls, and as they travel from area to area on campus. If the event group fails to provide said supervision, the university may hire additional security patrols or take other steps to ensure the safety of youth on campus and shall invoice the event group for the costs of such steps.
Non-university organizations that wish to operate programs or activities involving minors in Rutgers’ facilities must ensure their programs are run consistently with the guidelines of the university Protection of Minors Policy. For more information, please go to http://protectminors.rutgers.edu/ or contact protectminors@publicsafety.rutgers.edu.
Removal of room furniture, artwork, signage, equipment, etc., from its original location, is not permitted.
Balloons are not permitted to be released outdoors. Event groups caught releasing balloons outdoors may be subject to university disciplinary action as well as fines from local and state governments.
Only Rutgers University–Newark recognized publications may be distributed in designated newspaper distribution areas within the Paul Robeson Campus Center and must follow municipal guidelines and Rutgers’ recycling procedures for disposal of outdated materials. All other periodicals or newspapers found at the Paul Robeson Campus Center or Ruth Bader Ginsburg Hall will be disposed of without notice.
Non-reservable spaces are those locations or areas which may not be reserved by departments, Student Organizations, external groups, etc., for events or activities at any time.
These spaces include:
Based on event type and setup, maximum room occupancy for an event may be lower than the posted maximum occupancy. Posted room occupancies are typically set based on empty rooms and will be lowered as additional tables and equipment are brought into the room. Event groups shall not exceed the maximum occupancy set in the Confirmation document sent by Events & Conference Services. Events that exceed the maximum occupancy will be shut down with no refunds or credits offered.
All events taking place in outdoor spaces are subject to the same policies and procedures as indoor events with the following additions:
Events with paint are only permitted in the following locations:
Events with paint are not permitted in any other location. Events in approved locations must cover all tables with thick table coverings to avoid damage to spaces.
Event groups found to be in violation of this policy will be assessed a minimum cleaning fee of $200, plus any additional charges related to damage repair or replacement.
Events & Conference Services does not guarantee or provide any parking for events held at the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, or Express Newark. Parking requests for Rutgers University lots must be made through the Rutgers Department of Transportation Services.
Departments, Student Organizations, or others with a Rutgers netID should log in and use the RUDOTS website.
External groups should email eventparking@aps.rutgers.edu.
For additional information about parking in Rutgers’ lots, please contact Rutgers Parking at eventparking@aps.rutgers.edu.
Permits may be required based on the size, scope, setup, or needs of an event. For all permits, it is the responsibility of the event client to obtain the permit. Event clients must pay all associated costs for permits.
For any event at which alcohol is served and money is changing hands, as Social Affair Permit is required. This includes events collecting an admission fee/donation (whether at the door or in advance), charging for food or alcohol, or selling any products, services, or materials at the event.
The Social Affair Permit process can take up to six weeks. Please contact our office for further information or assistance.
The streets that run through the Rutgers Newark campus are owned and operated by the City of Newark. Use of the street for an event (i.e., closing the street) requires a permit from the City of Newark. Events and Conference Services in unable to assist with this process.
Parking in Rutgers University lots is managed by Rutgers University Department of Transportation. Clients may reach RUDOTS at dotshelp@rutgers.edu.
Street parking is managed by the City of Newark. Events & Conference Services is unable to assist with reserving street parking.
All inflatable items must have a current inspection sticker from the State of New Jersey. Vendors must provide a current permit to operate the ride in New Jersey. Each ride/inflatable must have its own inspection sticker and permit to operate.
Type 1 Fire Safety Permit is required for the erection, operation, or maintenance of any tent, tensioned membrane structure, or canopy, excluding those used for recreational camping purposes, which meets the following criteria:
Tents, tensioned membrane structures, or canopies greater than 16,800 square feet in area and greater than 140 feet in any dimension, whether one unit or composed of multiple units; remaining in place for more than 180 days; used or occupied between December 1 and March 31; having a permanent anchoring system or foundation; or containing platforms or bleachers greater than 11 feet in height shall be subject to the permitting requirements of the Uniform Construction Code.
Regardless of whether the tent, tensioned membrane structure, or canopy requires a fire safety or construction permit, a construction permit and inspection shall be required for any electrical equipment, electrical wiring or mechanical equipment that would otherwise require a permit.
A Fire Safety Permit must be obtained from the Department of Emergency Services. The permit application can be obtained on our website at: http://rues.rutgers.edu/PDF/FireSafetyPermitApplication.pdf or by calling 732-932-4800.
The permit application must be submitted by the vendor. Departments are not permitted to submit the permit application on their behalf.
In addition to the completed permit application the following information shall be provided:
Unless otherwise stated, failure to abide by any of these policies and procedures may result in the suspension or revocation of reservation privileges. Additionally, current and/or upcoming events may be suspended or canceled.
Unless otherwise stated, penalties incurred by one member of a Sponsoring Organization, Department, or Client may affect the entire Sponsoring Organization, Department, or Client. I.e., if one member of a student group or department breaks these rules, all current and future reservations for the entire group/department may be affected.
Written permission from the Director of Events & Conference Services is required for reinstatement of privileges.
Rutgers University supports programs that encourage participation in the political process. Speakers with experience in various matters of government are invited to campus to express their viewpoints individually and through controlled organizations and newspapers. It is appropriate for the university as an educational institution to facilitate discussion and research on political activities generally. The guiding principle, however, is institutional neutrality in political electoral campaigns. No activity should give the impression that the university takes sides in a political campaign. This principle underlies the guidelines below on specific issues.
All flyers, posters, banners, information, etc. must receive an approval stamp prior to posting. Stamps may be obtained from Events & Conference Services in suite 203 at the Paul Robeson Campus Center. Materials must be stamped, dated (with start and end date), and initialed. Events & Conference Services reserves the right to refuse to post or distribute any material that violates Rutgers University Policy.
Events & Conference Services will not sell or distribute any personal or identifying information gathered as part of our reservation process. All information gathered and shared with other Rutgers University Departments shall be for data collection purposes only and will be stripped of all personally identifying information (including client/business name, phone numbers, emails, addresses, etc.).
Advanced disclosure of reservation information, including identifying information, will be made available to those university offices that are deemed to require the information (e.g., Rutgers University Police Department, Fire, and Emergency Services).
Event names, locations, dates, and start and end times will be listed on the Rutgers-Newark online calendar. No other information will be publicly listed.
Events & Conference Services does not collect or maintain any credit card data. All credit card data is processed and stored through NelNet.
The university has released new Guidelines for Free Expression on Campus. The existing Public Forum policy is under review and being updated. The new policy will be available in August 2024.
Organizations may request a rain location for outdoor events for an additional room rental fee. No later than 24 hours before the start of the event, the requesting organization must confirm whether they will use the rain location or not. Failure to properly notify our office will result in additional fees and penalties.
Please contact our office for additional information.
Payments made via credit card will be refunded to the card used in the transaction. Payments made by check, wire transfer, or money order will be refunded with a check.
Refunds are given under the following conditions:
Refunds are not given:
A Reservation Agreement is a contract between Events & Conference Services, an agent of Rutgers University, and the Sponsoring Organization, Department, or Client. The agreement lists the dates, times, venue spaces, equipment, services, or other event-related details requested by the customer and agreed to be provided by Events & Conference Services. The Reservations Agreement takes effect at the time the reservation is first requested and accepted in writing by the Reservations Office. Submitting a request for space does not constitute an agreement to use space. The Reservations Office must issue a signed Reservations Agreement accepting the reservation in order for the request to be recognized by Events & Conference Services.
To keep a thorough record and to ensure all event requests are processed properly, any requests to add or change the room or date/time of the event must be made in writing via email or an additional reservation form. Reservation forms with changes to existing reservations should be marked “changes” and reference a current Reservation ID number. Additional fees may apply.
Upon approval of an event, Events & Conference Services will send out a Confirmation document confirming all details of the event reservation. Until a client receives this document, their event has not been confirmed. Clients are not permitted to send out marketing material, book guests/speakers, send out invitations, rent equipment, etc., until this confirmation document has been received.
Event Clients should bring a copy of their confirmation document with them on the day of their event. Failure to bring a copy of a confirmation document may result in the delay or denial of an event reservation.
Events & Conference Services reserves the right to deny, assign, reassign, or terminate space for a meeting or event when the event scope is beyond the physical or technical abilities or availability of our staff or facility or if security concerns cannot be addressed with reasonable staffing coverage. Reservation requests may also be denied if the organization or event conflicts with university policies or regulations.
In addition, the Rutgers University Police Department and the Officer of Emergency Management may cancel or delay an event for safety (e.g., weather, loss of power or water, natural disaster, etc.) or security reasons, including while the event is in progress.
Depending on the circumstances, reasonable attempts may be made to accommodate the Sponsoring Organization, Department, or Client with an alternate space, date, and/or time.
Event groups are not permitted to reassign or give away their reservations to another group, department, or organization. For more information, see Fronting.
Challenges to this policy must be made in writing and submitted to the Office of the Chancellor.
Clients are not permitted to use the Rutgers University name or registered trademarks in connection with any publication, advertisement, marketing, or in any other manner without the prior written approval of the Rutgers Office of Licensing and Trademarks. Rutgers’ name may only be used in reference to the program location.
Agreeing to provide space for a program/event may not be construed in any manner as Rutgers University providing sponsorship, endorsement, or support of any group, organization, individual, or program.
Please visit http://ucm.rutgers.edu/trademark-licensing/overview for additional information.
Events & Conference Services staff consult with the Office of Emergency Management and the Rutgers University Police Department to identify risks associated with all events hosted in the Paul Robeson Campus Center, Ruth Bader Ginsburg Hall, Express Newark, and associated outdoor areas. This review determines the need and numbers for security, metal detectors, and/or if a performer or act should be denied. All related security fees will be the responsibility of the Sponsoring Organization, Department, or Client. Factors that determine the need for security or to deny a speaker/performer include, but are not limited to:
All Rutgers University facilities, including the Paul Robeson Campus Center and Ruth Bader Ginsburg Hall, are smoke-free. This includes, but is not limited to, tobacco, herbs, or cannabis in the form of cigarettes, cigars, bowls, pipes, and hookahs as well as all forms of electronic “E-cigarettes.”
Smoking of any kind is not permitted indoors.
Smoking is not permitted within 25 ft of any building entrance.
Event group staff, vendors, or guests found violating this policy will be asked to leave the building and may not be permitted to re-enter. Additionally, students found in violation of this policy may be subject to disciplinary action.
Solicitation is prohibited in all spaces managed by Events & Conference Services. This includes, but is not limited to, door-to-door solicitation, distributing flyers or materials, and leaving flyers or handouts on tables, chairs, or the information desks.
University Departments and Student Organizations may sponsor an organization or co-sponsor an event under the following conditions:
All events held at Rutgers University must adhere to all local, state, and federal laws. It is the responsibility of the Sponsoring Organization/Department or Client to be informed and aware of all relevant state and federal laws.
Event groups are responsible and may be held liable for the actions of their staff, vendors, performers/speakers, and/or guests.
Contact Tables are available on Student Street of the Paul Robeson Campus Center and the Samuels Plaza for information distribution, fundraising, ticket sales, employee recruitment, etc. on a first-come-first-served basis. Contact Tables are not available/permitted at Ruth Bader Ginsburg Hall or Express Newark.
The name of the Sponsoring Organization, Department, or Client must be displayed in a visible location on the table.
Illegally trademarked items may not be sold.
Goods must be marked for resale.
All groups will be charged a fee to reserve a table.
Fees for contact tables include up to two tables, however only one table will be set out unless specifically requested.
Additional tables may be rented for an additional fee if equipment and space permit.
Students are not permitted to bring or set up their own tables on the Samuels Plaza or Student Street.
Event groups are assigned a specific tabling number/location when they make their reservation. Event groups are not permitted to move tables to a new location or take tabling locations not assigned to them.
Amplified sound may only be played on Student Street during Free Period.
Employers who wish to reserve a table for employment/recruitment must go through the Rutgers University–Newark Office of Career Resources and Exploration (CRE). The Office of Career Resources and Exploration can be reached at (973) 353-5311 or by email at careers@newark.rutgers.edu. The Career Development Center will be responsible for making all reservations on the employer’s behalf.
All tabling fees for employment/recruitment will be billed to external clients through The Office of Career Resources and Exploration. Events & Conference Services will then bill the CRE on a monthly basis for all employment/recruitment tabling reservations.
Tables are available on a first-come-first-served basis.
Employers who recruit on campus but do not comply with the Rutgers University nondiscrimination policy may use university facilities only if they make available to interested members of the community information regarding their discriminatory practices and their justification for them. Approval for reservations of this nature is at the sole discretion of the Career Development Center.
Student Organizations and University Departments may reserve tables for fundraising and sales. Fundraising and sales can be self-operated, or vendor sponsored by a Student Organization or Department. Reservations must be confirmed with contracts and insurance no fewer than ten (10) university business days in advance.
Examples of a fundraiser or sale include, but are not limited to, ticket sales for events, sale of items produced by members of the organization (e.g., yearbook, crafts) or sale of goods or services purchased by the organization for authorized resale (e.g., sweatshirts, stuffed animals, flowers). No food, aside from what is permitted under the bake sale policy, may be served, or sold.
Reservations need to be made with Events & Conference Services at least ten (10) business days in advance.
An insurance certificate naming Rutgers as an additionally insured party is required. If the certificate cannot be supplied, the group must pay into the Rutgers risk management fund.
The signed contract and payment of all fees are due ten (10) business days in advance.
All funds collected by Student Organizations must be deposited daily at the Student Accounting Office, located on the third floor of the Paul Robeson Campus Center. Departments are responsible for following all applicable university policies and procedures regarding money handling.
All sales must be approved by Reservations staff based on restrictions imposed by university contracts, risk management issues, Rutgers University Copyright/Licensing policies, and other university policies. Illegally trademarked items may not be sold.
Student Organization members may not receive personal financial gain from an organization sale; therefore, individuals are not permitted to serve as vendors for an organization in which they are a member since this constitutes a conflict of interest.
Vendors must provide accurate contact information. Events & Conference Services assumes no liability or responsibility for the merchandise or service being sold. The vendor is responsible for the quality of workmanship of the goods being sold.
Registered Student Organizations and Departments may reserve contact tables for the distribution of information relevant to the mission of the organization or the department, such as promotional information for events, recruitment, or literature distribution. Information distributed is subject to approval by Events & Conference Services. Information tables may be reserved 24 hours in advance if available.
Students may engage in fundraising efforts with food products provided they follow these guidelines.
Pre-packaged foods and beverages must be dry or canned goods that can be held at room temperature per the manufacturer’s instructions and are permitted to be resold (i.e., items that are labeled “not for resale” are not permitted.) Such foods must be approved by the OSLL advisor.
Student groups are permitted to prepare baked goods in an establishment that does not have a food service permit, provided that the baked goods do not contain the potentially hazardous ingredients below. All distribution of such goods must receive approval from the OSLL advisor.
Baked goods that are permitted for sale for fundraising purposes are those that are prepared and purchased from food service establishments that obtain the permits and approvals as stated above and do not contain potentially hazardous ingredients. Such foods that are considered potentially hazardous include but are not limited to foods that contain: meats, poultry, fish, shellfish, milk, milk products (cheese, butter, milk, heavy cream, etc.), plant proteins such as tofu, starches, peanuts, cooked pasta, cooked beans, potatoes, cut fruits, cut vegetables, etc.
During the bake sale, all items must be clearly labeled with the ingredients contained.
Reservations are non-transferable. A Sponsoring Organization, Department, or Client cannot transfer a reservation to another group. Violation of this policy may result in the cancellation of upcoming events and reservation privileges for both groups.
All events held at Rutgers University must adhere to all University Laws & Policies, including those not expressly laid out in this form. It is the responsibility of the Sponsoring Organization/Department or Client to be informed and aware of all relevant University Policies. Groups can navigate to http://policies.rutgers.edu/ for additional policy information.
Any reservation that is canceled by the Sponsoring Organization, Department, or Client due to severe weather (e.g., snowstorms, hurricanes, flooding, etc.) or as a result of campus closures will not incur a cancellation or no-show fee.
Rescheduling of these reservations will be given priority of new reservations and shall be for a mutually acceptable facility, date, and time. This may include a different room or facility than originally scheduled.
Event groups may still be financially responsible for any equipment rented outside of the standard inventory for Events & Conference Services.